FOR 10-MONTH AND ADJUNCT FACULTY Human Resources – Revised March 21, 2012 Welcome Electronic Time and Attendance –Training Module

Module Instructions WHAT YOU’LL NEED TO GET STARTED Your PODs user name and password, and Your current time record. IF YOU ARE UNSURE OF YOUR PODS USER ID AND/OR PASSWORD You may reset it at: OR, Contact the HELP DESK at for assistance. TRAINING INSTRUCTIONS 1. Please read through this brief, on-line training module before signing-in to the SUNY system. 2. Once complete, CONGRATULATONS! You are officially LIVE and will no longer need to submit hardcopy time records from this point forward. 2

Overview of the Monthly Process for 10-MONTH AND ADJUNCT FACULTY Electronic Time and Attendance

Overview of the Basic Process Monthly – 10-MONTH AND ADJUNCT FACULTY 4 SIGN-IN and SELECT MONTH Sign-in to SUNY HR and select “TIME AND ATTENDANCE” SELECT MONTH RECORD ANY SICK TIME USED, IF NONE... Record any SICK TIME (if used) on the Calendar View THEN SAVE SUBMIT AND LOG-OFF Submit Log-off AND Close Browser

10-MONTH AND ADJUNCT FACULTY STEP-BY-STEP Electronic Time and Attendance

Access to SUNY HR will be found at: First, you will encounter a Sign-on Screen Next, you will come to a One-time Security Screen 6 Suggested Bookmark PODS User ID and PW For security reasons your sign-in will be different the first time you enter the Time and Attendance System - use the SUNY ID provided by HR for the third question.

To Enter, Click on the “Time and Attendance” Tab 7 Bonus Feature Your pay stub can be viewed through the “View Paycheck” feature as of the Monday preceding any payday. In addition, a two-year payroll history has been loaded for your information.

Faculty-Only View All others will have the view displayed on the next slide. 8 Click on CHARGE if you have SICK LEAVE to record. Click on SUBMIT if you have NO SICK LEAVE to record. FACULTY: If you have no Sick Leave to record, simply click on “SUBMIT” for the month you are signing-off on and you are done. If you do have Sick Leave to record, click on “CHARGE” and continue to the next slides for more instruction.

If you have Sick Leave to Record: Select Month(Accrual Period) Current Month (or Accrual Period) Comes Up Automatically 9 The status of any given month is reflected here in the above drop-down: Working: Open for you to make entries Pending: Submitted to your supervisor Approved: Reflected once Supervisor has signed-off

A Few Notes About Accrual Balances days contractual Family Sick Leave Tracked Here, Deducted from Sick. Family Sick charges relate to the medical care of a direct family member. Non-Chargeable Time ( Such as conferences, jury duty, off-site meetings, etc.) Tracked Here, Not Deducted

Enter Charges for any Sick Leave used. THEN SAVE! 2 )Then Save 1) Enter Charges for Sick Time Used 11

A) View of Sub-Menu Produced by Clicking on Individual Calendar Dates – Single-Day Entries Click Here to Change to MULTI- DAY View SINGLE DAY View 12 Single Day Entry: Best used for absences of 1 day or less (.25,.50, or.75) Multi-Day Entry: Best used for absences of two or more days, for the same reason code and within the same month.

B) View of Sub-Menu Produced by Clicking on Individual Calendar Dates – Multiple Day Entries, Same Reason Code Click Here to change to SINGLE DAY View MULTI-DAY View 13 Single Day Entry: Best used for absences of 1 day or less (.25,.50, or.75) Multi-Day Entry: Best used for absences of two or more days, for the same reason code and within the same month.

LAST STEPS: Review Entries for Accuracy, Certify (Sign), and lastly, Submit to Supervisor. 3) Submit 2) Certify 14 1) Review Your Entries for Accuracy

Sign out of the SUNY browser AND close. CURRENT USER STAYS LOGGED-IN FOR UP TO 20 MINUTES. To ensure your privacy and system security, in addition to “Logging Off,” you will also need to “X” out of the SUNY browser. (You can do this by clicking on the box in the upper right hand corner of your screen). Step1: Log-Off Step 2: Close Browser 15

NOTE: NOTIFICATIONS Time record submission is now officially a MONTHLY process. System-generated reminders will be available via once the majority of our campus is trained and transitioned – right now that feature is turned off. reminders are currently being sent manually. 16

Supervisors IF YOU DO NOT A SUPERVISE AN MC, NON- HOURLY UUP, OR 12-MONTH FACULTY MEMBER, YOU MAY CONTINUE DIRECTLY TO SLIDE #24. Electronic Time and Attendance

The Basic Process Monthly – SUPERVISORS 18 View Work Roster View Time Information of your Direct Reports using the “Work Roster” Review and Approve Select “Approve,” “Deny,” or even “Ignore” Submit Submit, Log-off, and Close Browser

Step-by-Step Supervisors OF MC, NON-HOURLY UUP, AND 12-MONTH FACULTY

Supervisors will have a “Work Roster” selection to view and approve the electronic record status of direct reports. 20 Employee List – Contact HR for any revisions. For PENDING TIME APPROVALS OR LEAVE REQUESTS – Supervisors should select an action: APPROVE, DENY, OR IGNORE. THEN SUBMIT. Enter Here SUBMIT when COMPLETE

OPTIONAL FEATURE This is a feature that Supervisors of MC, non-hourly UUP, and 12-month Faculty may encounter. Its use is completely at the discretion of individual supervisors.

SUPERVISOR’S OPTION: Electronically Requesting Time Off 22 REQUEST TIME OFF Selection Click on TIME RECORD to return to the MAIN SCREEN

When using this Optional Feature, Remember to “SUBMIT” Your Request 23 Remember to “SUBMIT” your request Once an employee has submitted a request to their supervisor, it will reflect on their calendar with a “P” for pending. Once the supervisor has approved the request, it automatically populates on the employee’s screen without the “P,” without the need to re-enter the time. Changes, additions, deletions can be made at any point, this isn’t a “contract.” Be aware that unresolved requests can prevent your successful monthly-time record submittal.

Your Turn! BEFORE YOU SIGN-IN AND BEGIN ENTERING, IT WILL BE HELPFUL TO HAVE: YOUR SUNY ID, AS PROVIDED BY HUMAN RESOURCES This is for use on the one-time security screen and is not a number you will need to remember or use again for this purpose. YOUR PODS USER ID and PASSWORD PODS USER ID is generally the same as your account name – often (but not always) the first letter of your first name, followed by your last name, without a space. For example: “LSMITH.” PODS PASSWORD is generally the same as your B-mail sign-in password, but again, not always. IF YOU ARE UNSURE OF YOUR PODS USER ID AND/OR PASSWORD, YOU MAY: Reset it at: OR, Contact the HELP DESK at for assistance. WHEN YOU ARE READY TO BEGIN, RETURN TO SLIDE #6 AND WORK FORWARD. Congratulations on your transition to the paperless environment!

Contact Information HR Time and Attendance Implementation Team: 25 Lisa Vicki Jeff  On the HR site there is also an online form to report any system problems you may encounter: resources/time-attendance/tas-issue.html